Details
Required Experience 3
Department Business Operations & Support Services
Career Level
Position Location Cairo / Alexandria
Skills
Communication
Requirements and responsibilities
Job Summary:
The Executive Assistant provides comprehensive administrative support to high-level executives, enabling them to focus on strategic activities and manage their responsibilities effectively. This role involves managing calendars, coordinating meetings, handling communication, preparing reports, and assisting with various tasks to ensure the smooth operation of the executive's office.
Responsibilities:
Calendar Management:
- Coordinate and manage the executive's schedule, including meetings, appointments, and events.
- Prioritize tasks and appointments based on importance and urgency.
- Anticipate potential scheduling conflicts and proactively resolve them.
Communication:
- Screen and manage incoming emails, calls, and messages, directing them to the appropriate channels or responding on behalf of the executive.
- Draft and edit correspondence, reports, and presentations as needed.
- Maintain open lines of communication with internal and external stakeholders.
Meeting Coordination:
- Schedule and coordinate meetings, both internal and external, ensuring availability of participants and required resources.
- Prepare meeting agendas, distribute materials, and take accurate meeting minutes when necessary.
Travel Arrangements:
- Plan and organize travel arrangements for the executive, including flights, accommodations, transportation, and itineraries.
- Provide the executive with necessary travel documents and information.
Document Management:
- Organize and maintain digital and physical documents, ensuring easy retrieval and confidentiality.
- Assist in preparing reports, presentations, and other documentation as required.
Task Prioritization:
- Assist the executive in identifying and prioritizing tasks, projects, and deadlines.
- Follow up on pending tasks and initiatives to ensure timely completion.
Relationship Management:
- Build and maintain professional relationships with stakeholders, clients, partners, and colleagues.
- Act as a liaison between the executive and various parties, ensuring effective communication.
Confidentiality:
- Handle sensitive information and matters with the highest degree of discretion and confidentiality.
Problem Solving:
- Identify potential challenges and proactively address them.
- Make informed decisions in the absence of the executive, aligning with their preferences and objectives.
Special Projects:
- Collaborate with the executive on special projects, conducting research, analyzing data, and providing insights.
- Assist in project coordination and tracking progress.
Continuous Improvement:
- Identify opportunities to streamline processes and enhance efficiency within the executive's office.
- Propose and implement innovative solutions to improve workflow.
Requirements:
- Proven experience as an executive assistant or in a similar administrative role.
- Strong organizational skills and the ability to multitask effectively.
- Excellent written and verbal communication skills.
- Proficiency in using office software, such as Microsoft Office Suite or equivalent tools.
- Exceptional attention to detail and accuracy.
- Discretion and professionalism in handling confidential information.
- Strong interpersonal skills and the ability to work collaboratively in a fast-paced environment.
- Adaptability to changing priorities and a proactive approach to problem-solving.
- Bachelor's degree or equivalent experience preferred.
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